Create Documents

All the purchase and sale inferior documents are created from the superior documents by the same procedure.

Generally, it is possible to visually distinguish three main states of the document:

• orange - not confirm
• green - confirm
• grey - cancel

Create Document by Flags

One possibility how to create inferior documents is the usage of Purchase (Sale) Item form. In Purchase item form are accessible buttons and in Sale item form are accessible buttons (the letters indicate the appropriate documents in purchase or sale). In the individual fields is filled a flag of an already existing inferior document (lower letter - the document is created, a capital letter - document is confirmed). The field is empty if the document has not been created yet.

The inferior documents in purchase and sale items can be assigned and created only for the items of the superior and inferior bound documents. For the items that have been already submitted to the inferior confirmed document (indicated by the capital letter and green colour) that possibility can not be used. Same as that possibility can not be used in that case if you have the form of the item activated for example over the Invoice and you would like to create another Invoice.

The inferior documents can be created in Change mode or in New record mode in the items forms; that is by a mouse click to the field indicated by one of the flags mentioned above or by means of the space bar indication over the appropriate field. However the system does not enables to create an inferior document for the item which have this option banned by means of Article category (for further information see Article categories), the field for document creating is not accessible to edit in this case.

Picture: Purchase item - flag offer of Receipt card

Procedure of creating new invoice from the Purchase order will be as follows:

Directly in the Order, by the cursor, you select an item that is to be inserted to the Invoice. By pressing Enter key you switch to Purchase Item form. In the field with the 'F' flag you can click the mouse. These alternatives can occur:

• No Invoice has been issued for the Order yet – in this case a new Invoice will be issued automatically. In the invoice header will be copied all data from the Order that are shared for both documents.
• A few Invoices have been already issued for the Order and all of them have been already confirmed – in this case a programme message will be displayed with the query whether you want to create a new invoice. If you answer YES, the new invoice will be created by the same procedure as in the previous case.
• A few Invoices have been already issued for the Order but all of them have not been confirmed yet - in this case the last unconfirmed invoice for the appropriate Order will be found and the item will be added to it.

When you press the button '' is expanded menu with possibilities to include or remove the item from the document. Submenu Add to document are:

• A list of existing documents - you add an item to existing unconfirmed document . In the menu, you can see his number and possibly, a key figure for easier orientation in existing documents. As a such key figure in the stock documents is listed warehouse, in Reserving cards is header date of reservation and in Order confirmations, Delivery confirmation or Delivery notes is a header delivery date.
• New document - after saving is created a new document with automatically set key values. In this way you enter Add item to Release note by pressing Alt + V key.
• New document with settings when you can influence this key figure in the creation. In case you create Reserving card and in the sale item is not fill in the date of reservation, then the specified date also be transferred to this item.

We can also use the buttons in the documents header. You can use this method when items selecting from orders into invoices is variety. Thus, we can individually decide which items will be add in the invoice and which do not. If the item can not be add due to the Article category from the Article card to the document, you get a warning message that on the required document is given Article category prohibited.

Create Document by Right Mouse Button

On a particular item you can click by the right mouse button on the column with a document flag and select the Release note (or other created document according column) the - Add to document - particular offer unconfirmed documents / New document / New document with settings. Individual options are described in chapter Create Document by Flags clicking on the menu page, at the document flag.

Picture: Context menu sales item - column 'v'

Create Document by F5 in Change Mode

You can press F5 key in Change mode on the 2nd page of any document and thus activate the Create documents / Add to documents form.

Create documents / Add item to documents:

By selecting the document types choose types of documents to which you wish to add the items. Only items for which the given document did not exist yet or items whose Article category does not prohibit this by their settings (for details see Article categories) are added into the document. If some items are already included in an unconfirmed document, then new items are added to this existing document.

The following advanced options can be used to create documents:

• Create New Documents: In this case, new documents will always be created for items that do not have the required documents. The items will not be added to any existing unconfirmed document. In case of ticking release notes, a reserving card can be created instead of the required release notes if the required quantity is not available.
• Selected items only: only items indicated by asterisks will be processed. The option is automatically activated when marking items with an asterisk.

Picture: The form Create documents / Add to documents - F5 in Change mode on the 2nd  page of a sale document

Picture: The form Create documents / Add to documents - F5 in Change mode on the 2nd  page of a purchase document

Remove document:

In the form, you can select not only the Bulk creation of documents function, but also the function of removing already created documents in bulk by activating one of the Remove... options. The document flag is cleared only for those items where there is no confirmed document.

Note: If we want to cancel reservation cards and at the same time create release notes, there may be a situation when the reservation cards are cancelled, but due to insufficient availability when attempting to create release notes, the reservation card will be created again or the item will be broken down into the item with the release note and the item with the reservation card.

Create Document from Your Current Module by Ins key

Directly in the Invoices In book, press the Ins key (the container must not be turned on). The Guide for creation of new documents (Wizard), where we choose whether to create a free or a linked document, is displayed. If you choose a linked document, it is necessary to select the document, to which the newly created document is to be linked, from the code list. After closing the wizard, all the items that can be inserted into an inferior document (i.e. they neither include them nor this document is forbidden for them), are automatically inserted into the document.

Picture: Guide for creation of new documents

Create Document from Your Current Module by F6 key

This procedure is similar to the one in the case mentioned above. However, it is supposed that in the book of the Invoices there has been already an invoice created for the appropriate Order that you want to create a new bound invoice to. Its advantage is copying most heading values from the original invoice.

Enter the book of Invoices In. In this place you locate the invoice that is bound to the Order and that you want to use for the creation of a new invoice and press F6 key. Order number is thus filled in automatically and entered to all the items, which do not have any document assigned so far and neither have it banned, again. These items are inserted always without taking a consideration about setting The Do not copy items User parameter.

Create / Adjust Document with Requirement of Items Selection

In case you need to create, e.g. more documents at once, to the selected items, you can mark the items by the so called asterisks, shortcut key or by means of the buttons situated on the right, above the items. Then display only these items by pressing the button . Subsequently, you can use the "F5" function described above – the created flags of documents are only added to the displayed (selected by you) items. The cancellation of a flag functions similarly.

Once you edit an already existing invoice, the purchase item can be edited in the following way:

• Items for the invoice can be selected by means of Ins key from items not yet invoiced of a given superior document.
• By Del key you can remove the unwanted items from the Invoice.
• By Enter key you can enter editing the purchase item and you can reduce the quantity. Thus the item on the superior document is divided into the invoiced amount and the amount not yet invoiced.

Create Document from Specimen

If you press Shift+F6 keys in the book of the documents (Invoices Out), specimens menu will be displayed. Then from the book of specimens you select a certain existing (offered) specimen by Enter key and that way you create a new document. Closer description is stated in the chapter Basic Functions - Documents Specimens.

Create Documents in Bulk on Container

In Module Menu - Bulk Actions - Create Documents menu, it is possible in container to select documents that you want to create. But the system does not create documents for the items, which have this option banned by means of Article Category (for further information see the Article Categories chapter). If a release note is to be created, but the appropriate article is not in stock, then a reserving card is created for the item.

The newly created documents can also be added to the appropriate containers and, simultaneously, confirmed.

Create Documents using Guide through creation of inferior documents

When inserting an item by key Ins into superior document, whereas the original item, there are some confirmed inferior documents, appear prior to the new item a form Guide trough creation of inferior documents. On it they are active and checked all the documents that are on the superior document confirmed. The user has the option to cancel check in documents that do not occur on the newly inserted item, or you can press the Cancel button or press Esc, were formed none of those inferior documents. Flags unconfirmed documents are copied into new items always.

Picture: Form Guide through creation of inferior documents